Hardship Level (not applicable for home-based)E (most hardship)
Family Type (not applicable for home-based)
Non Family with Residential Location
Staff Member / Affiliate TypeUNOPS IICA1
Target Start Date2024-03-01
Job Posting End DateJanuary 31, 2024
Terms of Reference1. General Background
UNHCR Representation Office in Somalia and its staff are currently accommodated under the armed protection of AMISOM. With a fully functional office and accommodation facility of its own within the protected area, UNHCR has more than 44 offices, 40 bedrooms and 10 common areas.
The accommodations are consistent with UNHCR standards, under the supervision of a dedicated compound manager who ensures smooth operation, hygienic cleaning, housekeeping and accountability of resources to guarantee a healthy work and living space for all staff. In line with the above, the incumbent will cover the duties and responsibilities listed below;
2. Purpose and Scope of Assignment
Under the direct supervision of the Finance Officer, the IICA will under-take the following tasks:
โข Ensures that all offices and accommodation rooms are dusted and cleaned at least once a day specifically before occupancy by the assigned user.
โข Ensures that rules and regulations governing the utilization of UNHCR accommodation and office facilities are adhered to by the respective occupants.
โข Prepares a list of consumables required for office and guesthouse cleaning indicating quantity and specification of each item and submit to the administration for procurement.
โข Prepare a list of appliances, furniture, utensils, and linen required in each room as per UNHCR global staff accommodation policy and submit to admiration procurement.
โข Supervise the daily work of the cleaning staff and ensure that the facilities are hygienically clean and healthy for inhabitance.
โข Constantly liaise with the manager and or supervisor of the cleaning service provider to guarantee that there are no gaps in the provision of cleaning services and correct any shortfall that may occur.
โข Monitor the use of cleaning supplies and cleaning process to ensure that both cleaning material, office resources and staff personal effects are accounted for at any given time.
โข Participate in the preparation of memoranda of understanding for co-location and implementation between UNHCR and co-locating agencies.
โข Ensure that waste is timely collected at least twice a day and promptly disposed of by the contracted service provided.
โข Prepare annual plan for procurement of guesthouse furniture, equipment, appliances, and linen and submit to administration for inclusion in the annual procurement plan of the office.
โข Assist the office arrange hospitality for events, conferences, group seminars, meetings, staff recreation and donor missions.
โข Monitor staff movement to adequately manage available accommodation rooms and properly calculate accommodation fees for each staff.
โข In consultation with the position supervisor, manage reservations for the conference room and accommodation facilities on a priority basis.
โข Supervise minor premises maintenance activities and provide guidance on housekeeping activities.
โข Advise newly recruited personnel on UNHCR general premises occupancy rules and regulations.
โข Draft accommodation contracts between each staff and the organization.
โข Manage the cafeteria services.
โข Perform other duties as required by supervisor.
3. Monitoring and Progress Controls
โข A well-defined compound management system developed and implemented.
โข Proper functioning of all facilities including water, electricity, waste disposal as well as clean and pleasant living and working space ensured.
โข Accommodation distribution criteria developed and implemented to ensure full transparency.
โข Consumables, appliances, furniture, utensils required for office and guesthouses are procured and supplied in a timely manner.
โข Effective cost-recovery mechanism established for the residential compound to ensure that the residential compound is self-sustaining:
โข Cost-sharing and cost-recovery MOU with other agencies residing within the residential compound is properly monitored.
4. Qualifications and Experience
a. Education
Degree level: Bachelor's degree
Type of Degree: Bachelorโs degree in, Business, Hotel and Hospitality Management, Accounting, Management, or other related Professional training in Hotel / Hospitality Management.
b. Work Experience
The ideal candidate should have at least 8 yearsโ experience in the hospitality management function, with demonstrated ability to lead and manage the daily operations of large facilities. Previous service within the private sector, International Non-Governmental Organization (INGO) or the United Nations in the field of providing hospitality for big group of people or managing a huge accommodation or office facility is an added advantage.
c. Desirable Qualifications and Skills:
โข The incumbent should have strong leadership skills with the ability to organize work for diverse support teams, a problem solver, to guide and support the team, empowering them to reach their full potential, while overseeing all their activities to ensure a seamless and exceptional client (staff) experience.
โข Proven ability to deal with complex situations especially last-minute demands and multiple tasks in a courteous and service-oriented manner.
โข Knowledge of UNHCR or UN system, procedures, and operational activities especially within in an emergency setting would be an asset.
โข Excellent knowledge of English language and a second UN language is an advantage.
5. Competencies and values:
โข Integrity and professionalism: demonstrated expertise in area of specialty and ability to apply good judgment; high degree of autonomy, personal initiative and ability to take ownership; willingness to accept wide responsibilities and ability to work independently under established procedures in a politically sensitive environment, while exercising discretion, impartiality and neutrality; ability to manage information objectively, accurately and confidentially; responsive and client oriented.
โข Accountability: mature and responsible; ability to operate in compliance with organizational rules and regulations.
โข Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment.
โข Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work un-der pressure, with conflicting deadlines, and to handle multiple concurrent pro-jects/activities.
โข Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender;
โข Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse back-grounds; ability to maintain composure and remain helpful towards the staff, but objective, without showing personal interest; capacity to transfer information and knowledge to a wide range of different target groups;
โข Flexibility, adaptability, and ability and willingness to operate independently in austere, re-mote and potentially hazardous environments for protracted periods, involving physical hardship and little comfort, and including possible extensive travel within the area of operations; willingness to transfer to other duty stations within area of operations as may be necessary;
โข Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards the UN core values.
Standard Job Description
Required Languages
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Desired Languages
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Additional Qualifications
Skills
Education
Certifications
Work Experience
Other informationA Competency Based Interview will be conducted for the shortlisted candidate.This position doesn't require a functional clearance